When a Client Asks for a Letter to Support an NDIS or Court Matter

15 October 2026·5 min read

Quick answer: When a client asks for a letter to support an NDIS plan, a court matter or a Centrelink application, the practice needs a clear, written policy on scope, fee and turnaround before you say yes. Decide what you can comment on clinically versus what's a legal question for someone else, quote a fee that reflects the time it actually takes, and give a realistic turnaround rather than "I'll try to get to it this week." Having this sorted in advance protects the clinician and makes the whole conversation calmer for the client too. ✨

Every psychology practice gets this request eventually, and most handle the first one badly 💖 — not because anyone did anything wrong clinically, but because there was no system for it. The letter gets squeezed in between sessions, the fee gets decided on the spot (usually too low), and three weeks later the client is calling to ask where it is. A simple policy, written once and reused every time, fixes almost all of that.

What most psychology practices get wrong

The most common mistake is treating every letter request as a one-off favour rather than a billable clinical task with its own scope. Clinicians agree to "write something" without clarifying what the referrer or court actually needs, then end up guessing at the format, rewriting it twice, and absorbing hours of unpaid admin. The second mistake is scope creep: a client asks for a letter supporting their NDIS review, but what they're really hoping for is an opinion on custody arrangements or a guarantee the letter will "win" their case. Being warm doesn't mean being vague about what a clinical letter can and can't do — and it's not legal advice, so practices shouldn't try to sound like it is.

Copy-paste script for the first conversation:

"Thanks for letting me know you need a letter for [NDIS review / Centrelink / your lawyer]. A few things so we're on the same page: I can write from a clinical perspective — things like your diagnosis history, how your presentation affects daily functioning, and treatment to date. I can't give a legal opinion on the outcome, and I won't speculate outside what I've directly observed in sessions. Letters like this usually take [X business days] once I have everything I need from you, and the fee is [$X], which reflects the file review and writing time, not just the page count. If you can send me the exact request (the form, the solicitor's letter, or the NDIS request) that helps me write to what's actually being asked for, rather than guessing."

Private practice psychologist, NDIS plan review: A long-term client's support coordinator asks for "a letter confirming she still needs psychology support." The practice has a one-page intake form the client fills in first, listing which goals the letter needs to address, so the clinician isn't starting from a blank page or guessing what the NDIA actually wants to see.

Family law matter: A client's solicitor requests a letter touching on parenting capacity. The practice's policy is explicit that this sits outside a treating clinician's scope and routes the client to an independent court-ordered assessment instead — a boundary that's far easier to hold when it's written policy, not an on-the-spot decision.

Centrelink disability support pension review: A client needs a letter within 10 business days to meet a Centrelink deadline. Because the practice quotes turnaround up front, reception can tell the client immediately whether that deadline is realistic, instead of the clinician finding out the day before it's due.

How to build the policy once and reuse it

Start with a one-page internal guide answering four questions: what letters we write, what we charge, how long it takes, and what we need from the client before the clock starts. Put a simplified, client-facing version in your welcome pack so expectations are shared from the first ask. Train reception to use the same script, and build in a review step before anything goes out that could end up in a court file — these letters carry more weight than a standard clinical summary.

💡 Quote the fee before you start writing, not after. A client who's agreed to the cost upfront reads the delay and the invoice very differently to one who's blindsided by both at the end.

Please note: general information, not legal or clinical advice — check current AHPRA, NDIS and court guidance, and your own professional indemnity insurer's requirements, before relying on it.

Mistakes to avoid

Agreeing to write "something" before clarifying who the letter is actually for and what they need it to say.
Undercharging because it "feels like a quick favour" — a defensible letter rarely is quick.
Promising a turnaround you haven't checked against your actual diary.
Letting a client believe the letter guarantees a particular NDIS, Centrelink or court outcome.
Writing outside your clinical observations to fill a gap the client is hoping you'll fill.

Frequently asked questions

Can a psychologist refuse to write a letter?

Yes — if the request falls outside their scope, outside what they've clinically observed, or asks for an opinion better suited to an independent assessor, declining (and explaining why, and referring on where possible) is a reasonable and common response.

How long should a letter like this actually take?

It depends on the complexity of the request — a short confirmation might take under an hour, while a detailed NDIS or court-related letter can realistically take several hours once reading, drafting and review are factored in. Quoting one standard turnaround for every request is the honest nuance most practices skip: some letters genuinely need longer, and saying so upfront avoids a frustrated client later.

Does the letter guarantee the NDIS or court outcome the client wants?

No, and practices shouldn't imply otherwise. A clinical letter is one piece of evidence among several that a decision-maker will weigh — being upfront about that limit protects both the client's expectations and the clinician's credibility.

Should the fee be different for a court-related letter versus an NDIS one?

Many practices do scale fees to complexity and risk — a letter that may be scrutinised in a legal proceeding typically warrants more review time than a routine NDIS plan confirmation, so it's reasonable for the fee to reflect that.

Keep reading 🤍

Written by

Kate, founder of Chronically Online

I help Gold Coast and Brisbane businesses grow with branding, websites and marketing that actually works.

Work with me ✦